Data Advisory Committee

The Data Advisory Committee monitors and reviews HMIS reports that are submitted to funders. This group is responsible for reporting on data quality and data completeness, and for providing recommendations to the CoC Governing Board on system-wide data performance improvements. Each year, this group works with the HMIS Lead to complete the Annual Gaps Analysis.

Data Advisory Committee Governance

The Data Advisory Committee (DAC), is a committee of the Continuum of Care (CoC). The Data Advisory Committee monitors compliance of the CoC in accordance with funder requirements, governing documents, and legal statuses. The DAC reviews and ensures there is data available for COC and ESG applicants that the funding review committee needs for review.

The Data Advisory Committee identifies needs for Homeless Management Information System (HMIS) training. Reviews HMIS reports to be submitted to funders such as HUD or ESG jurisdictions. This includes a Comparable Database for CoC agencies serving victims of domestic violence. This committee is also responsible for reporting periodically on the status of data completeness and other data quality measures. The members on the Data Advisory Committee regularly review data policies and procedures and provide recommendations on how systemwide data performance can be improved. In collaboration with the HMIS Lead, the committee will ensure the completion of the Annual Gaps Analysis and complete system and project-level performance evaluation and data monitoring. This committee must include representation from the CoC HMIS Lead to provide administrative support and expert knowledge.

Data Advisory Committee Roles & Responsibilities

The DAC ensures that the Wake County CoC maintains a transparent process when evaluating and monitoring HMIS policies, procedures, and data quality. This includes but is not limited to data accuracy and data completeness. The DAC responsibilities shall include:

  • Ensuring data quality is high and in alignment with CoC priorities. To be reviewed at least quarterly.
  • Ensuring CoC Victim Service Providers are providing comparable database reports. All Victim Service Provider data should be presented along with HMIS data when possible.
  • Ensuring HMIS vendor is sufficient and meeting reporting needs and deadlines. Directs the HMIS Lead on identifying options for vendor changes. Recomends to the CoC Governance Board any potential vendor changes.
  • Recommend changes/modifications to the CoC Governance Board for a formal vote.
  • Ensuring HMIS Lead is sufficient and meeting reporting needs and deadlines.
  • Ensuring the HMIS Lead is providing sufficient support and training to HMIS users, organizations, and the CoC. Recommends training when insufficiencies are identified.
  • Establishing a feedback loop from users on effectiveness of HMIS Lead, Vendor, and data reporting.
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MEETING MATERIALS
October 2021
September 2021
August 2021

TBD

 

COMMITTEE MEMBERS

Corey Miller
Emily Downing
Jackie Sapaugh
Kathy Johnson
Liz Lobaton
Thurston Alexander-Smith
Vanessa Kopp

Data Advisory Committee Composition

The DAC will consist of no more than 7 members, and no fewer than 5, all of whom will have one vote. DAC slate of seats is recommended by the Nomination Committee and elected by the CoC Governance Board annually. Elected positions include population-specific, homeless service areas WAKE COC 2 and other entities. It is possible for one DAC member to cover multiple sections as well as different roles/areas. All members should have general knowledge of HMIS or an HMIS-comparable database and/or data reporting.

  • Minimum of 1 CoC Board member
  • Minimum of 1 person with lived experience
  • Up to 5 other members within the CoC with general knowledge of HMIS databases and/or data reporting.
  • The membership should be demographically diverse.

The DAC is committed to a diverse and inclusive oversight committee composition in terms of race, gender, sexual orientation, immigration status, and other factors.

The Nominations Committee of the CoC will be charged with monitoring the DAC and undertaking efforts to recruit a diverse membership.

Data Advisory Committee Elected Roles

In order to ensure that the CoC membership, Governing Board, and Committees are diverse and inclusive, multiple populations must be represented on the committee. The DAC should make every effort to have service provider representation from each area outlined below by at least (1) one DAC member. It is possible that one committee member may represent more than one area.

  • Organizations or government entities that provide funding to address homelessness and/or housing
  • Organizations or government entities that provide advocacy to address homelessness and/or housing
  • Person with Lived Experience
  • Veterans Services Providers
  • Victim Services Provider
  • System Partners (behavioral health, justice system, school system, medical system, faith community, etc)
  • Single Adults Providers • Family Services Providers
  • Providers serving unaccompanied Children and Youth
  • LGBTQIA+ Service Providers

Expectations of DAC Members & DAC Meetings

It is expected that DAC members participate fully in all aspects of the DAC, attend at least 75% of the DAC meetings. Members must fully participate and engage in all aspects of the committee; and complete external committee work as required, such as review of updated policies and procedures and data performance reports. The meeting schedule will be determined by the DAC Chair, in consultation with DAC members. All meetings are open to the public. Approved copies of committee meeting minutes will be posted on the CoC website.

Elected Roles, Term Length & Limits

Terms will be staggered, creating 1-year limits for each member of the DAC, with the ability to renew for two additional 1-year extensions (maximum of 3 years, unless there are extenuating circumstances for a member who is filling an unexpired term). Terms will run January 01- December 31. The first Data Advisory Committee will have an extended term beginning 2021 through December 31, 2022. Term extensions must be requested by the individual elected member and approved by the Committee. If a DAC member leaves before the end of the term, the replacement will be nominated by the Nominations Committee and elected by the CoC Governance Board. The replacement will serve to the end of that term, and then must be reappointed or reelected.

Process for DAC Member Selection

Nominations Committee recruits and nominates committee members for the CoC Governance Board to elect. The DAC will vote for the Chair of the DAC. The Chair will coordinate with the Nominations Committee to solicit nominations for open seats from the community via website posting, agency distribution and CoC email list. The open seats will specify which roles/areas need to be covered, using the DAC Application Form.